Operating typically within a central agency, the charter manager takes on a demanding yet pivotal role essential to the success of yacht charters, including charters on the world’s biggest yachts. Serving as the vital link between the yacht owner, captain, and charter guests, they navigate the complexities, from scheduling to client interactions.
We explore the role of the charter manager in more detail, providing an insight into this exciting role within the glamourous world of luxury yacht charter.
The Central Agent
A Central Agent, often abbreviated as CA, is a key entity in the yacht chartering process. This company or individual manages all aspects of the yacht's charter operations, including marketing, bookings, inquiries, charter contracts, and financial transactions related to the charter.
For peace of mind, yacht owners should choose a central agent affiliated with industry associations, adhering to their codes of conduct. This ensures professionalism, ethical practices, and transparency in yacht chartering, instilling confidence in responsible vessel management. The leading four are:
- CYBA: Charter Yacht Brokers Association, established in 1982.
- MYBA: The Worldwide Yachting Association. MYBA is an internationally renowned professional organization, originally in the Mediterranean but now worldwide. Founded in 1984.
- IYBA: International Yacht Brokers Association was founded in 1987 in Florida, USA.
- ECPY: The European Committee for Professional Yachting was created in January 1993.
To gain acceptance by an association and access the industry knowledge database, a charter manager must undergo a thorough industry check.
The Charter Manager
The charter manager works within the framework of the central agency, serving as a professional responsible for the day-to-day management of yacht charter operations. This individual is often employed by the central agency to handle specific yachts or a portfolio of yachts, and they will be the close liaison between the yacht owner, captain, and charter clients.
Their responsibilities may include overseeing the yacht's schedule, handling inquiries, coordinating bookings, and addressing any issues that may arise during the charter period. While the charter manager operates within the broader scope of the central agency, their focus is on the detailed management of individual charters and maintaining strong relationships with both owners and clients.
The charter manager will likely collaborate with other brokers to attract new clients for the yachts under their management, so they are responsible for maintaining open communication and providing relevant information to charter brokers regarding the availability, specifications, and current location of the yachts.
Charter Calendar
The yacht charter calendar is a schedule that outlines the availability of a yacht for charter throughout the year. It includes booked periods, open dates, and any relevant details regarding the yacht's availability.
The charter manager oversees the charter calendar while concurrently managing the yacht owner's expectations and intended use. This dual responsibility ensures effective scheduling that aligns with the owner's preferences and maximizes the yacht's availability for charter.
Scheduling and Availability:
The charter manager maintains an up-to-date calendar, indicating when the yacht is available for charter and when it is booked for private use or maintenance.
Coordination with Yacht Owner and Captain:
The charter manager communicates regularly with the yacht owner and captain to coordinate schedules, ensuring the yacht is available when planned and properly prepared for charters.
Managing the charter calendar involves adeptly juggling itineraries. For instance, a charter client may book a week onboard, joining the yacht in the south of France but wishing to disembark in Italy. This may or may not fit in with the cruising itinerary of the following charter guests. This may require negotiation on factors such as the costs of delivery fuel or agreement on different ports.
Collaborating closely with the captain is vital, as they prioritize the crew's rest between charters, and the opportunity to fully prepare the yacht for the next charter.
Charter Clients
The charter manager-client relationship thrives on open communication, personalized service, and a dedicated commitment to ensuring an enjoyable charter experience.
A proficient charter manager maintains a closely guarded personal list of charter clients, focusing on cultivating long-term relationships that encourage repeat business and referrals from satisfied clients.
This commitment involves understanding the yacht vacation preferences of the charterer, their family, and friends. The manager engages in extensive communication, addressing inquiries, offering information about available yachts, and collaboratively crafting personalized itineraries.
Beyond managing the charter calendar, the charter manager's responsibilities extend to assisting with the logistics of clients joining and leaving the yacht, ensuring a seamless and stress-free experience for all involved parties.
Marketing
Marketing yacht charters involves strategic efforts to promote and attract clients to book luxury yacht experiences.
Online Presence
An appealing, user-friendly website, active social media profiles, and visibility on relevant online platforms, coupled with effective search engine optimization, are foundational for a robust online presence.
Professional Imagery and Content
High-quality photos and engaging content showcasing the yacht's amenities, destinations, and experiences not only contribute to an attractive marketing strategy but also form the cornerstone of professional content distributed across various online channels.
Well-designed brochures, videos, and promotional materials provide detailed information about the yacht, crew, destinations, and unique offerings, capturing the interest of potential clients.
Client Testimonials and Reviews
Positive testimonials and reviews from previous clients serve as powerful marketing tools, building trust and credibility among potential clients. Ensure they are prominent on the website and within the social media marketing.
Email Marketing
Regularly sending targeted emails to a curated list of potential clients, charter brokers, and industry contacts keeps them informed about the yacht's availability, promotions, and updates. These emails, featuring links to the website and encouraging click-through to social media platforms, contribute to increased online traffic and enhance the yacht's search engine profile.
Collaboration with Charter Brokers
Building strong relationships with charter brokers helps increase visibility in the industry. Charter brokers can recommend the yacht to potential clients, contributing to bookings.
Participation in Yachting Events
Attendance at yacht shows and industry events provides opportunities to showcase the yacht to a targeted audience, network with industry professionals, and stay updated on industry trends.
The prospect of sampling menus from charter yachts crafted by the finest chefs is a highly anticipated and enjoyable aspect of the job. This firsthand experience allows for appreciating the culinary excellence on luxury charters, valuable for client recommendations.
Promotional Offers and Packages
Introducing special offers, or themed charter packages can attract attention and encourage bookings, especially during specific seasons or events, for instance, the world-famous Monaco Grand Prix.
APA & Itinerary
The Advanced Provisioning Allowance (APA) is a prepayment made by charter clients to cover additional expenses during their yacht charter. This includes fuel, food and beverages, berthing fees, communication costs, and other extras. The APA is typically calculated as a percentage of the charter fee.
The charter manager estimates the likely expenses based on the client's preferences, itinerary, and the yacht's fuel consumption. The client pays the APA in advance, separate from the charter fee. This amount is held by the yacht's captain or central agent and used to cover expenses during the charter.
The captain keeps detailed accounts of all expenses incurred during the charter, and receipts are provided. The charter manager or captain provides regular updates to the client on APA expenditures to keep them informed.
At the end of the charter, any remaining funds from the APA are returned to the client. If additional expenses exceed the APA, the client is billed for the difference.
Itinerary Planning
The charter manager discusses the client's preferences, including desired destinations, activities, and any specific requests.
Considering the yacht's capabilities and cruising speed, the charter manager, captain, and client collaborate to create an itinerary that aligns with the client's preferences.
Itineraries are designed with flexibility, allowing for adjustments based on weather conditions, unexpected events, or the client's changing preferences.
The proposed itinerary is presented by the charter manager to the client for approval. Adjustments are made as needed until the client is satisfied.
Planning the itinerary takes into consideration the activities of the charter group. Specialized activities such as diving can be organized through the charter manager, who coordinates with the yacht crew team.
Contracts & Preferences
The charter manager is often responsible for setting competitive yacht charter rates, considering market trends, and negotiating with clients.
When the charter rate and dates are agreed upon, presenting an industry-approved yacht charter contract adds credibility to the process. The charter manager customizes the document, specifying arrival and departure logistics, fees, and the payment schedule. The contract includes a guest list with passport details for compliance and safety.
Preference Sheet:
Once all parties sign the contract, the charter manager moves on to the preference sheet, a personalized document capturing the wishes of the charter guests. This detailed sheet addresses preferences ranging from breakfast timings to specific requirements for activities like diving excursions or shore exploration.
Guests are kindly asked to share detailed preferences, especially dietary requirements, on the preference sheet. This helps avoid situations where the chef prepares an exquisite meat dish paired with a delightful wine for the first evening, only to discover the entire party is vegetarian and teetotal.
Financial Management:
Handling financial transactions related to charters, the charter manager ensures timely payments from clients and transparent accounting for the yacht owner.
Post-Charter Evaluation:
After each charter, the charter manager may conduct evaluations to gather feedback, identify areas for improvement, and enhance the overall charter experience.
Conclusion
In conclusion, the yacht charter manager plays a pivotal role in ensuring a seamless and memorable experience for both clients and yacht owners in the world of superyacht charters. Their expertise in coordinating every detail, from itinerary planning to effective captain liaison, is instrumental in creating a memory-making yacht charter vacation for the guests and a profitable operation for the yacht owner.
By efficiently managing the logistics and tailoring services to client needs, these professionals contribute to the overall success of a charter. In the realm of luxury yachting, where precision and excellence are essential, the yacht charter manager serves as a key orchestrator, ensuring that every voyage is nothing short of extraordinary.
